HOW TO WRITE A COVER LETTER

HOW TO WRITE A COVER LETTER LSG 500/LNG 300 Binghamton University State University of New York P.O. Box 6000 Binghamton, NY 13902-6000 (607) 777-2400 http://cdc.binghamton.edu Also known as a letter of application, a cover letter is a marketing tool used to create interest. It is literally a business letter that covers your résumé and should accompany every résumé that you send out. The goal of the cover letter is to prompt the recipient to review the accompanying résumé and ultimately invite you for an interview. A cover letter should clearly demonstrate how you are an excellent fit for the particular organization or position to which you are applying. • • • • • • Basics • Prepare a unique letter geared specifically to the position/employer to which you’re applying. • Make connections between what is on your résumé and the position Division of Student Affairs requirements. Don’t reiterate what is on your résumé. Address the letter to an individual rather than “to whom it may concern.” Focus on the organization’s interests, needs, and point of view; use position listing and organizational website to learn this information. Describe two or three experiences, accomplishments or skills that demonstrate how you fit with the position. Be specific and provide examples to support claims. Demonstrate that you have researched the employer and the career field. Write in a professional, confident, and polite tone, but let your personality and enthusiasm for the employer and position come through. Avoid negative phrases such as, “Although I have never . . .” and “While I have not yet . . .” Proofread carefully and have someone else check for grammar, spelling and typos. Do not rely on spell check alone! Format • • • • Use 8-1/2 x 11 quality bond paper – the same you used for your résumé. Confine to one page, single space. Remember to sign the original. Use a 10-12 point simple font – the same style you chose for your résumé. Types of Cover Letter Letter of Application: To submit your résumé for a specific position you know is open. Letter of Inquiry: To inquire about vacancies, get your résumé read, and network. It is similar to an application letter, but begins with a statement such as “I am writing to inquire about employment” rather than “I am applying for a position . . .” Other Job Search Letters Thank You Letter: To express appreciation for an informational or job interview. Networking Letters: To expand your network by requesting informational interviews. Acceptance Letters: To formally accept a position. Withdrawal Letters: To withdraw your candidacy for a position. Rejection Letters: To reject a position you have been offered. For more specific information about writing these types of letters, consult the cover letter resources available in CDC’s resource area. Additional Resources • • • Discuss your draft with a counselor during Counselor-on-Call Cover Letter presentations sponsored by CDC CDC’s resource materials. Use CDC database on Bearcat. Cover Letter Format Your Local Street Address City, State and Zip Code Date Mr./Ms. First and Last Name Title Name of Firm or Organization Street Address City, State and Zip Code Dear Mr./Ms. Last Name: First Paragraph: Indicate the reason for your letter and the position or field of work in which you are interested. If you are applying for a specific opening, state how you learned of it (i.e. classified ad, CDC’s eRecruiting, referral). Second Paragraph: Sell your qualifications for the position. Don’t repeat verbatim from your résumé. Explain how your academic background, skills and interests, work experience, and/or activities will contribute to their success. Refer to prior achievements in these areas. Communicate your enthusiasm for this type of work and that employer; show why you are interested in this particular employer by illustrating more than superficial knowledge of the particular firm or organization. Third Paragraph: Occasionally it will be necessary to include another paragraph to explain unique situations not easily dealt with on your résumé or to expand on your qualifications. Final Paragraph: Refer the reader to the enclosed résumé. Courteously indicate your interest in an interview. State if you will be in the area on a certain date and would like to schedule an interview if convenient. Offer to provide any other needed information to support your candidacy. Express appreciation for the employer’s consideration. Sincerely yours, (Written signature) Your name typed here Sample Application Letter Original Position Description: Biotech company in Scranton, PA area seeks lab technician with a minimum BS degree and experience in molecular biology, protein and immuno-chemistry. Knowledge of PCR, DNA and protein isolation, various blotting techniques, and electrophoresis desired. 120 Lark Street Binghamton, NY 13902 September 1, 2007 Ms. Linda Puron Manager of Human Resources Vital Probes, Inc. 1300 Old Plank Road Jermyn, PA 18433 Dear Ms. Puron: Outline your strongest qualifications that match the position requirements. Be specific and give examples of 2 or 3 relevant experiences that reflect your suitability for the position. Come to the point. Reveal your purpose and interest. Identify the position and your source of information. Please accept this as my application for the Lab Technician position listed on Binghamton University’s eRecruiting system. I was particularly interested to learn about Vital Probes’ recent government homeland security contracts for equipment that would improve the detection of biowarfare agents and onsite detection facilities. I am confident my experience and academic background make me a strong candidate for your position. As a college student I became particularly interested in epidemiology and health issues. My coursework in biochemistry, molecular biology, and immunology allowed me to pursue these interests at an academic level, while my involvement in REACH (Real Education About College Health) allowed me to utilize excellent interpersonal skills to educate fellow students on communicable diseases. Through my coursework and internship with Buffalo Testing Laboratories I gained laboratory experience utilizing various blotting techniques, DNA and protein isolation, and PCR. I am interested in continuing to research biological agents in a laboratory setting where that research can contribute to improved detection and prevention of diseases. I would appreciate the opportunity to further discuss my qualifications with you. Therefore if I do not hear from you by September 14, I will call to follow up on my application. Thank you for your time and consideration. I look forward to speaking with you. Sincerely, (Your signature here) Lisa Watson enclosure Show appreciation to the reader for time and consideration. Suggest an action. For example, you can either mention that you will contact the person or leave your phone number and leave it open for them to call you. Sample Thank-you Letter 1256 Murray Avenue Johnson City, NY 13790 November 2, 2007 Dr. Julia Edmonds, Director Technical Design Group Atlantic Engineering Systems, Inc. 1220 Warwick Avenue Newport News, VA 23607 Dear Dr. Edmonds: Express your sincere appreciation and refer specifically to what position you interviewed for. Reemphasize your strongest qualifications. Draw attention to the good match between your experience and job requirements. Thank you for taking the time to interview me for the Associate Engineer position on November 1st. I enjoyed meeting you and learning more about your research and design work. My enthusiasm for the position and my interest in working for Atlantic Engineering Systems were strengthened as a result of the interview. I was pleased to learn how well my senior design project fits in with the initiatives AES is embarking upon. I am confident I am an excellent fit for the position and the company. I would like to reiterate my strong interest in the position and in working with you and your staff. Please contact me at 804-685-5555 if I can provide any additional information. Again, thank you for the interview and continued consideration. Sincerely, Reiterate your interest in the position. Use this as an opportunity to provide additional information not previously given. Restate your appreciation. (Your signature here) Frederick Bryan updated 7/07